Project Office Administrator

Job title: Project Office Administrator

Job Location: Western Cape, Cape Town

Deadline: April 13, 2025

Role Summary

• Cenfri is looking for an Excel expert with exceptional attention to detail. In the Project Office Administrator role, you will support our research teams to coordinate and administer our resource allocation and project management trackers, budgets, financial administration support, templates and processes for a large portfolio of projects.

Manage Resource Allocation administration of project teams

• Coordination, administration, and maintenance of the resource allocation process and templates.
• Meeting administration for applicable project management and resource allocation meetings, including scheduling, minutes, and follow-up on action items.
• Coordination of feedback and outstanding information to update the resource allocation templates.
• Maintenance of the internal Excel templates for agreed exchange rates, charge-out rates, and functionality updates.
• Documentation of project office processes and policies to be distributed internally.
• Maintenance and updating of other project management templates.
• Assisting with the completion of subcontractor agreements and maintenance of subcontractor documentation and database.
• Project reporting and monitoring.

Managing the monthly timesheet reporting

• Sharing for review, actioning changes, and drawing final reports.
• Maintenance or creation of timesheet reports to meet various donor reporting requirements.
• Coordinating, implementing, and updating project codes and budget changes on the timesheet system.
• Input into the Monthly Portfolio status report.
• Analysis and interpretation of results against different performance metrics.

Financial administration for project budgets and reporting

• Regularly maintaining high volumes of expense receipts and invoices for accurate tracking and reporting.
• Completing relevant financial forms and documentation for payments.

Requirements:

• Advanced Excel skills, specifically the ability to do complex formulas and pivot tables.
• Relevant tertiary administration qualification, preferably in project management and/or financial administration.
• At least 2 years of project management or financial administration experience.
• Proficiency in Microsoft Office applications.
• Fast learner able to work in a fast-paced environment.
• Excellent attention to detail.
• Professionalism in managing sensitive data.
• Ability to manage self and prioritise multiple inputs.
• Solid organisational and coordination skills.
• Strong sense of ownership and meeting deadlines.